Coordinator Events

Boys & Girls Clubs of America is the nation’s premier youth development organization, serving nearly 4 million young people each year. We are committed to creating environments where all young people can reach their full potential as productive, caring, and responsible citizens.Through partnerships, programs, and people-first leadership, we support Clubs across the country to deliver safe, impactful, and high-quality experiences for youth and families.

Under the supervision of the Senior Director, External Relations Event Planning & Logistics, the Events Coordinator is a key member of the events team, supporting the planning, development and implementation of multiple national events (25+ events per year). Will manage administrative duties, manage and maintain budgets and support multiple yearly events.

This role is essential to the successful execution of BGCA’s national events strategy, helping deliver high-quality experiences that strengthen relationships with key stakeholders, partners, and supporters. The Events Coordinator plays a critical role in ensuring events run smoothly by managing logistics, budgets, and administrative operations that support the planning and execution of more than 25 events annually. Through strong organization and collaboration, this role helps create impactful events that advance BGCA’s mission and organizational goals.

• →Assist with other projects as required by the Senior Director, External Relations Event Planning & Logistics.
• →Demonstrate BGCA mission driven values of integrity, excellence and inclusion and integrate into work environment and ways of work.
• →Adhere to organizational policies and procedures as described in BGCA's Employee Handbook, Ethics Policy and elsewhere.
• →Demonstrate BGCA mission driven I*CARE values, and integrate these beliefs into our environment and ways of work

• Provide primary administrative support to the Event Planning & Logistics team.
• Manage and monitor monthly line-item reconciliation of expenses for event team and each event (25+)
• Manage and monitor year-end line-item reconciliation of expenses for event team and each event (25+)
• Manage daily contact with RD Ops, Legal and Accounting departments for various contracts, payments and event expenses.
• Proofread letters and documents for content, grammar and accuracy, format presentations.
• Prepare minutes and correspondence from meetings (department, event-dinner & golf).
• Maintain multi-year calendar of events communicating with internal departments.
• Process non-employee expense reports for event staff.
• Maintain event supplies inventory, packing and shipments for each event. 
• Oversee the Dallas storage office

• Assist with preparing, development and executing assigned national events.
• Assist with coordination of vendors and monitoring of contracts.
• Prepare, coordinate and track contracts and payment requests with legal and accounting departments.
• Assist Event Directors with various event logistics pre-event, onsite and post event.
• Coordinate production of event onsite collateral including programs, signage, brochures and pledge cards.
• Coordinate all travel needs for each event including travel authorizations and per diem payments: Club youth participants, production staff and special guests 
• Produce event briefing documents for all event participants and senior leadership.
• Produce event wrap up reports.

• Develop and maintain computer-based tracking systems: contracts, payments, calendars. Sharepoint, Excel, and Powerpoint
• Work closely with resource development operations staff to streamline data-entry systems.

• Successfully supports the planning and execution of 25+ national events annually
• Ensures events are organized, professional, and executed smoothly
• Manages multiple priorities and deadlines in a fast-paced environment
• Maintains accurate event budgets, logistics, and administrative processes
• Communicates proactively and effectively with internal teams, vendors, and stakeholders
• Demonstrates strong attention to detail and problem-solving skills
• Provides a positive experience for attendees, partners, and event teams
• Adapts quickly to changing event needs and priorities
• Contributes to the overall success of BGCA’s stakeholder engagement and external relations efforts

• Bachelor’s degree preferably in a related field or education/experience equivalency.
• Minimum three years of experience preferably in supporting a team, project management, and proactive in determining administrative support for the department.

• Highly organized and able to balance and implement work flow to provide proactive administrative support. Meets or exceed deadlines and event objectives. Strong communications skills, telephone and interpersonal skills, and an ability to manage multiple projects. Demonstrated high standards of ethics and integrity.  Excellent composition, proofreading, and editing skills.  Intermediate Microsoft Office skills a must.  Ability to oversee financial tracking.  Ability to use independent judgment, discretion, and sensitivity in dealing with confidential information.  A self-starter, able to anticipate needs and devise solutions.

• Ability to manage multiple tasks with varying deadlines.  Ability to exchange clearly and concisely: ideas, facts and/or technical information, and guidance, in person, by telephone, email or correspondence.  Physical requirements include: sight, hearing, sitting for six + hours a day, standing, stooping, packing and shipping boxes; skills essential for successful communications include speaking, writing and reading comprehension.

• Estimated travel at up to 5% (can be 2-3 days in a given month – including weekends – depending upon scheduling requirements).